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HomeMy WebLinkAboutInvoices - BOCC............ ............ . . . . . . . . ..... CivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 us Client: GRANT COUNTY, WASHINGTON APPROVEDI nus n '. ILI s CO-NSENT. Statement of Work Quote #: Q-46114-1 Date: 7/18/2023 12:06 PM Expires On: 8/31/2023 Bill To: GRANT COUNTY, WASHINGTON SALESPERSON Phone EMAIL DELIVERY METHODEPAYMENT METHOD JR Riley x jriley@civicplus.com Net 30 QTY PRODUCT NAME DESCRIPTION PRODUCT Annual Uplift - 5% starting in Year 2 TYPE 1.00 Legal Review Legal Review - Excludes Zoning, Includes Codified One-time Ordinances Through Supplement 20 May, 9 2023 Total Investment -Initial Term USD 73403.00 Annual Recurring Services -Year 2 USD 0.00 Initial Term & Renewal Date 12 Months Initial Term Invoice Schedule 100% Invoiced upon Signature Date Renewal Procedure Automatic 1 year renewal term, unless 60 days notice provided prior to renewal date Renewal Invoice Schedule Annually on date of signing Annual Uplift - 5% starting in Year 2 This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at _https://www.civicplus.help/hc/en-us/p/legal- stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW. V. PD 06.01.2015-0048 Page 1 of 2 Brittanv E. Lutz From: Joshua Riley <jriley@civicplus.com> Sent: Thursday, July 6, 2023 2:48 P M To: Brittany E. Lutz Subject: RE: CivicPlus Codification Information Follow Up Grant County, WA Attachments: Recodification, MunicodeNEXT full-service Info 2023.pdf; Legal Review Existing Client.pdf **EXTERNAL EMAIL* This email originated from outside Grant County's network. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hello Brittany, Quick update, the two options to consider for the Legal Review and analysis of the current code and or the recodification & republication of the current code cost are: Recodification without Zoning I includes new code book, with tabs, and printed copy of code: $21,950 *987 pages 10pt font single column *858 pages 11pt double column *estimated time for completion 18 to 24 months Or you can do the legal review option $7,403 with an estimated time of completion 9 to 12 months. Main difference between the two, Legal Review goes through everything up to the point for when you receive the final draft to adopt as such. The Recodification goes further and requires more within the process plus conversion of updated prints and code online update. The attachment and pages 3 through 6 cover the breakdown of the Recodification. You can discard the remaining information because you have this already. The 2nd attachment covers the same process for the Legal Review. I have times available next week to hop on a Zoom call if needed. But let me know if these details help with your account request. Respectfully, Josh "J.R." Riley Legal Account Executive * CivicPlus P: 850.696.7012 irile-y@civicplus.com civicplus.com I Code Library From: Joshua Riley Sent: Thursday, June 29, 2023 12:09 PM To: Brittany E. Lutz <blutz@grantcountywa.gov> Subject: RE: CivicPlus Codification Information Follow Up Grant County, WA Hello Brittany, can send out a zoom invite to discuss further the options for your current account with the Legal Review options. Would 9:30am Thursday 6th work for you? (PST) Josh "J.R." Riley Legal Account Executive • CivicPlus P: 850.696.7012 iriley@civicplus.com civicplus.com I Code Library From: Brittany E. Lutz <blutz@grantcountywa.gov> Sent: Monday, June 26, 2023 11:42 AM To: Joshua Riley <iriley@civicplus.com> Subject: RE: CivicPlus Codification Information Follow Up Grant County, WA Morning Josh 1 Thank you for getting back to me. Myself and the Clerk of the Board would love to have a conversation with you about recodification and the cost/process. Could we schedule a time to have the phone call? From: Joshua Riley <iriley@civicplus.com> Sent: Wednesday, June 21, 2023 9:37 AM To: Brittany E. Lutz <blutz@grantcountywa.gov> Subject: CivicPlus Codification Information Follow Up Grant County, WA **EXTERNAL EMAIL* This email originated from outside Grant County's network. Do not click links or open attachments unless you recognize the sender and know the content is safe. Good morning, I called a few minutes ago and left a voicemail for you just now regarding your codification question. You account management team for the code dept. asked that I assist, and I have provided some additional information for you. Normally as a rule of thumb when I speak with new prospects and current clients, the full legal analysis of the code recommended ever 10 to 15 years. Or if there are concerns with the language of the law, or penalties and fees are not retained within the court of law when pressed. You have two options with us to consider for legal analysis and review, I can speak with you over the phone to further address the details when ready. Respectfully, Josh "J.R." Riley Legal Account Executive • CivicP'lus P: 850.696.7012 iriley@civicplus.com civicplus.com I Code Library 2 WHY RECODIFY? To ensure that your Code of Ordinances remains legally sound and accurate, we recommend a complete recodification or Legal Review of the Code every 5 to 15 years. During the recodification process, the Code will be thoroughly examined by a professional codification attorney to resolve conflicts or inconsistencies that have occurred over time, and to ensure that the Code conforms to State Law. The recodification process typically includes renumbering, reorganizing and republishing of the recodified Code, both in print and online. Upon completion of the recodification, bound, printed copies are provided, and supplementation begins anew with Supplement No. 1. Following the Legal Review of the Code, a Legal Review Memorandum is delivered outlining the results of the codification attorney's findings and recommending solutions to resolve any issues of concern. A conference is then scheduled to discuss the findings and Municode's recommendations to cure any conflicts noted. Following the conference, the agreed upon changes are integrated into the code, which is then republished by our team of Legal Editors and proofreaders to ensure correct and consistent grammar, style, and format throughout the new Code. Municode will provide an adopting ordinance for the new Code, and supplementation will begin anew with Supplement No. 1. Having a well -organized, accurate and current Code of Ordinance provides significant benefits to both government staff and the citizens they serve. A code that is well -arranged, well -edited, easy to read and up- to-date is an extremely cost-effective management tool for government, eliminating hours of cross- referencing and research, and providing your staff and citizens with instant access to the established laws, policies, rules and regulations of your municipality. So how do you judge a recodification? A recodification .should result in a Code that has a preface that explains how to use the volume, a table of contents, text printed in an easy -to -read format, the location of ordinances easily identified, and an index of the content grouped by subject matter. A superior recodification includes cross references to related provisions within the code, state law references to relevant state law, charter references (if applicable) and explanatory editor's notes to provide additional clarity where needed. A truly outstanding new code will be edited both for consistency with state law and internal consistency (both in content and in format) and organized in a way that allows for easy expansion as new legislation is adopted. Municode's full-time team of professional codification attorneys has conducted thousands of codification and recodification projects for our government partners nationwide. With over 69 years of experience, we are the oldest and most trusted codifier in the nation. We currently provide codification services to over 4,000 clients and host over 3,700 government Codes online via our code hosting platform, MunicodeNEXT: https://Iibrary.municode.com/ With our online hosting platform, MunicodeNEXT, your staff and citizens can have instant access to your current code and all archived versions of your code, every official copy of your ordinances, the power to compare versions of your code over time, the ability to be notified every time your code is updated and a powerful search engine capable of simultaneously searching your code, ordinances, minutes, resolutions, budgets and more. Customers who trust Municode with both their online codes and their municipal website enjoy the added benefit of a unified search engine. With a simple button click, you can easily filter your website search results to pull up all matches within your online Code of Ordinances! Please let us know if you are interested in a formal recodification proposal for your municipality! SCOPE OF SERVICES Recodification & Republication Summary During the recodification process, the attorney assigned to your project will organize and examine all ordinances and code related material in order to produce a new Code of Ordinances that it is free from conflicts and inconsistencies and conforms to your State Statutes. Your Municode attorney will be available to consult with you and your staff at any time during the recodification process. This personal dialogue ensures that your code will accurately reflect the intent of your ordinances and the unique needs of your community. The complete process is outlined below. Ordinances. All legislation of a general and permanent nature, passed in final form by you as of the cutoff date established by you and your Municode attorney, will be included in the code. All material that we receive will be acknowledged via e-mail, in order to establish a record of included ordinances. Legislation not of a general and permanent nature will be omitted from the code unless otherwise instructed by you. Notations can be added in the code to reference legislation adopted by reference, if elected. Attorney Analysis and Review of Material. Your Municode attorney, along with his/her team of legal editors, proofreaders and indexers will be assigned to this project. Our legal team will research all legislation submitted by you to ensure conformity with state statutes. The ordinances will also be compared to overall Code content in order to determine if there are any inconsistencies or conflicts within the legislation itself. Ordinances enacted, or added, subsequent to the date of this agreement, or items not contemplated within the scope of service, may be included later at an agreed upon page rate. We will suggest a structure and organization for the code and provide a Table of Contents indicating the recommended structure. Page Format Options. We will work with you to determine the desired formatting and style of the new code, and will review page composition format options, such as font type, font size, page layout, and graphics appearance and placement with you. We will help you choose a format that produces a professional document that is easily researched. References. We will provide State Law References within the code. Editorial notes will be provided as appropriate. Internal references within the code will be hyperlinked in the online version. Legal Memorandum. We will provide you with a user-friendly Legal Memorandum containing all of our analyses and recommendations. This memorandum will reflect our attorney's Legal Review and will provide you with recommended options intended to remove conflicts and inconsistencies; conform to State Law, when appropriate; and ensure compliance with your charter. This approach facilitates collaboration and dissemination among departments, thus making the process as easy for you as possible. Our goal is to make the recodification process simple and smooth for you. Conference. Within 30 days of your receipt of the Legal Memorandum, we will conduct a conference, either in person or via telephone or webinar, to review the Legal Memorandum and our recommendations. All interested personnel may be included, but your attorney and clerk are essential. Issues discovered during the legal research will be discussed at the conference, with the goal of the conference being to come to agreement on any required changes. Your attorney has the final decision-making authority for resolution of issues brought up at the conference or noted in the Legal Memorandum. Editing and Proofreading. Our team will edit the text of your code to reflect proper grammar and stylistic consistency. We will not reword any provision that changes the substantive intent of the code, unless you approve the revision. However, non -substantive revisions to improve readability are a part of the process. We will proofread your code. The text will be reviewed for sense and structure and to ensure the implementation of the decisions by your attorney and our attorney. Index, Graphics and Tables. Our team will create a hierarchical, subject matter Index (if elected) and all tables (contents, State Law Reference, prior code comparison and ordinance disposition) for your code as necessitated by the materials provided. We will insert the graphics you have provided into the printed and electronic versions of the code. Post Conference Code Draft. After editing and proofreading, a post -conference Code Draft incorporating solutions captured in the Legal Memorandum and agreed upon at the legal conference will be delivered to you for final review prior to printing and shipping. We guarantee typographical correctness. Any errors attributable to our team will be corrected at no charge during the term of this agreement. Adopting Ordinance. Our attorney will provide an adopting ordinance upon completion of the recodification. Printing and Binding. We will print your new code on high quality acid -free paper, with an SFI (Sustainable Forest Initiative) certification. These copies will be housed in heavy duty, 3 -post leatherette binders (with 4 color choices), name -stamped on the front and spine of each binder. Divider tabs for each major section of the code and index (if elected) will also be provided. The time frame for completion of the recodification and republication project is typically within 8 to 12 months, depending on the amount of material to be codified, and excepting any delays occasioned by the municipality.